Administration and Information Clerk (Summer Student)

What You Can Expect
As an Administrative and Information Clerk at the Bereavement Authority of Ontario you will play a vital role in supporting the efficient operation of our regulatory and compliance functions. Your work will contribute directly to the organizations mission of protecting Ontario consumers during lifes most sensitive moments. This position offers a professional environment where youll gain valuable experience in office administration records management and digital preservation all while upholding the integrity and accuracy of critical information. This is a fulltime summer term contract position.

RESPONSIBILITIES

Office Administration

• Maintain and organize office supply and common areas ensuring adequate stock levels for daily operations.
• Assist with managing officerelated tasks addressing issues and supporting overall efficiency.
• Conduct outbound calls to provide clear and accurate information to stakeholders.
• Accurately enter and maintain data in organizational databases ensuring integrity and consistency.
• Process outgoing mail and coordinate courier services tracking deliveries and maintaining records.
• Provide receptionist support including covering breaks and vacations for the Office Manager.
• Manage front desk operations assisting visitors and ensuring proper security protocols.

Scanning and Document Management

• Receive process and log incoming mail courier packages and deliveries.
• Scan and electronically file documents ensuring highquality image capture and correct classification.
• Follow established naming conventions and filing protocols for digital document repositories.
• Utilize cloudbased databases and content management systems for document tracking and security.
• Maintain confidentiality and handle sensitive information with discretion.
• Assist in tracking document retrieval scanning and disposal activities per records management policies.
  

Records and Information Management

• Organize physical and digital files using classification schemes and frameworks.
• Assist with scanning preserving and retrieving records according to digital preservation standards.
• Validate and enter data into databases to ensure accuracy in recordkeeping.
• Maintain and update outstanding records based on received payments and operational updates.
• Support scanning projects related to licensing and operational files applying appropriate tagging and naming conventions.
• Assist with document indexing and cataloging to enhance searchability and document discovery.

Skills and Qualifications

• Degree or coursework in Information Science Archival Studies Records Management or a related field is highly desirable.
• Exceptional verbal and written communication skills with the ability to present complex information clearly and persuasively.
• Proficiency in Microsoft Office Suite particularly Excel with experience in data organization spreadsheet management and reporting.
• Demonstrated skill in using Microsoft Office Suite products. Experience using data analysis and management systems (eg. Dynamics Power BI) is an asset.
• Knowledge of digital preservation principles file formats and longterm access strategies for electronic records.
• Strong organizational and time management skills with the ability to prioritize tasks in a highvolume deadlinedriven environment.
• Excellent attention to detail and the ability to follow instructions accurately ensuring high levels of accuracy and consistency.
• Ability to work independently and manage multiple tasks efficiently demonstrating initiative and proactive problemsolving skills.
• High level of discretion when handling confidential and sensitive information adhering to ethical and legal standards in data protection.

The BAO offers a casual work environment flexible work hours and a competitive compensation and benefits package. The BAO is an equal opportunity employer and committed to fostering an accessible and inclusive environment for employees and licensees. If you require any accommodation for the recruitment/interview process (including alternate formats of materials or accessible meeting rooms or other accommodation) please let our HR department know and we will work with you to meet your needs.